All Executive Board Members are expected to have regular attendance at Diamond Club meetings. During the regular season (December – May) of meetings, Executive Board members are allowed 1 excused absence outside of extenuating circumstances. In the case of an absence, the member is expected to update the President on their position and all reports so he can report to the membership on their behalf accordingly.

President
The President is responsible for the overall business of the Diamond Club (DC). Duties include, but are not limited to:

Determining General Meeting times and dates, acquiring the meeting facility.

Once the Baseball season begins, the schedule should be reviewed to ensure a healthy attendance at meetings.

Determining Executive Board Meeting times and dates and acquiring the meeting facility

Establishing the agenda for each meeting (General and Executive).

Reviewing and initialing all reconciled financial statements prior to the presentation to the General Membership. This needs to be completed monthly within a week of the monthly statement cycle so that a timely presentation to the board can be done. There will be times when this is not feasible but should be an exception.

Communicating with Coach regarding his goals and desires regarding funding from the Diamond Club on an annual basis.

Periodic review to ensure the DC is on track to achieve the previously established goals.

Organization of field days and general work on the field and facilities.

Establishing the Audit Committee for the annual review of the DC financials. The President shall sit as one of the three members on the committee. This is to be done annually or whenever a Treasurer leaves office.

Review and approve General Meeting minutes in a timely manner prior to posting on the website.

Inventory all assets of the DC including but not limited to ipads, radar guns, video cameras and gloves and ensure the sign out sheets are properly completed.

Periodically examine physical buildings and other structures maintained by the DC to ensure the structures are in good order and pest free.

Provide forward thinking and introduction of ideas that will further the overall positive impact of the DC on the Chatfield Baseball program.

Estimated hours per week this Office requires: Avg 2-3 hrs/week

Fundraising Chairperson
The Fundraising Chairperson is responsible for coordinating all fund raising activities for the Diamond Club. Duties include, but are not limited to:

Work with the Executive Board to determine the fundraising activities and monetary goals for the year

Acquire the raffle items – donations are preferable but the budget should account for necessary purchases.

Determine the date, reserving the location

Purchase the tickets, dividing the tickets per player and delivering them to the players

Set up the catering, decorations, silent auction items, DJ

Get sold tickets turned in along with the money and all unsold tickets returned

Rockies Ticket Program (if applicable) – Recruit and manage a volunteer to work with the Rockies Organization regarding the HHBB program and set goals for a net income to the DC

Administer the Bricks for Baseball program

Administer the Sponsorship program including banners for the field

Run all fundraising programs as determined by the Exec Committee

Concession Stand – recruit and manage a “Concession Stand Contact” that will keep an inventory list and manage inventory and make regular runs to Costco for additional inventory.

Obtain advertisers for the Roster & Media Guide - if applicable

Develop a program to gain corporate sponsorships

Provide thought leadership for new and innovative fundraising activities that will encourage participation

Estimated hours per week or month this Office requires: Avg 1-2hrs per month (during the period of September-February plan on 2-4 hrs per week).

Marketing/Communications Chairperson
The Marketing/Communications Chairperson (MCC) is responsible for communication within the organization and the membership. Duties include, but are not limited to:

Web site management – www.Chargerbaseball.com is the website for the Diamond Club. The MCC is responsible for the day to day management, upkeep and appearance of the website. The MCC has the authority to delegate this responsibility to an experienced volunteer from within Diamond Club membership

Communication to the membership regarding: schedules, fundraising

Outreach to incoming players and their families to keep them up-to-date and abreast of issues within Chatfield Baseball

Outreach to other organizations within Chatfield athletics and clubs

Creation of a committee to compile and create the Annual Media Guide /Program

Obtain completed bios from all players

Have individual pictures and team pictures taken outside of school photographers

Obtain information from the coaches and administration

Coordinate the sponsors

Public Relations: provide updates and news stories to local media (online, print, broadcast)

Manage social media communities: Facebook, Twitter, Instagram

Estimated hours per week or month this Office requires: Avg 2hrs per week

Treasurer
The Treasurer (Treas) is responsible for the financials of the organization. Qualifications include a background and experience in accounting and account reconciliation. Should be familiar with and able to work in EXCEL.

Duties include, but are not limited to:

Reconcile the bank statement and credit card statements monthly within one week of the statement cycles.

All requests for checks or reimbursement shall have an attached invoice or receipt with appropriate approvals.

Expenses not listed on the general budget need prior approval from the Board President

Positions should be held by parents that have shown a dedication and commitment to the Diamond Club through volunteerism and consistent attendance at board meetings. If the parent has an underclassman joining the program the following year, an exception can be made.